Nec Xen Digital Voicemail User Manual

DIGITAL VOICEMAIL USER GUIDE  
Table of Contents  
General Information  
Getting Started  
Pages 2 - 3  
Pages 4 - 5  
Call Forward Settings  
Calling Your Voice Mailbox  
Pages 6 - 7  
Checking Messages  
Leaving Messages  
Pages 8 - 9  
Pages 11  
Reviewing Messages  
Changing Your Setup Options  
Pages 13 - 15  
Quick Transfer to Voicemail  
Transferring a Call Directly to a  
Voice Mailbox Live Record  
Pages 16 - 17  
Programming Live Record  
Function Keys  
Page 18  
Page 19 - 20  
Pages 21 - 25  
Page 26  
Live Monitoring  
Xen Mail Softkeys & Definitions  
Xen Mail Access Codes  
1
General Information  
Introduction  
Welcome to the NEC Xen Mail and Xen Mail Lite digital voicemail! As both the  
Xen Mail and Xen Mail Lite have common features, this guide will only make  
reference to the Xen Mail. This guide describes the system’s features and  
details the steps you need to take to make Xen Mail a working partner in your  
day-to-day business. Throughout this guide, you will find numerous tips and  
shortcuts designed to help you get the most from Xen Mail.  
Typical system operation is presented here. Be sure to consult with your Xen  
Mail System Manager for any special features or functions that may apply to  
your particular application.  
Automated Attendant  
The Automated Attendant serves as a receptionist, answering and routing  
incoming calls automatically. Callers hear an opening greeting for your  
company that gives them instructions and options. If a caller does not know  
the extension number, the Automatic Directory can route the call by the  
persons name. When your extension is busy or you are not available to  
answer the call, Xen Mail can connect the caller to your Voice Mailbox  
automatically.  
Voicemail Access  
The Xen Mail system can be accessed 24 hours a day from any touchtone  
telephone in or out of your office. Your System Manager has assigned a  
Personal ID number to you. You will need this number when calling the Xen  
Mail from any phone but your own.  
The Conversation  
The NEC Xen Mail system is based upon a conversation about your Voice  
Mailbox. Each time you enter your Voice Mailbox, you will be asked a series of  
questions relating to these topics:  
- Checking messages  
- Leaving messages  
- Reviewing/redirecting messages  
- Changing setup options  
Answer questions with a simple reply by dialling 1 for YES or 2 for NO.  
In addition, by dialling Quick Key numbers, you may advance directly to a  
specific topic.  
Setup Options  
Once your mailbox has been opened, you may change various options, such as  
your Greetings, Message Groups, Transfer and Message Delivery Options and  
Personal Options.  
2
Voicemail Message Indication  
Whenever there are new messages in your Voice Mailbox, an indication will be  
provided at your telephone:  
Digital Display Telephone:  
Display  
= Xen Mail extension number  
and number of  
new messages  
Digital Telephone:  
Large LED = Slow flashing red  
MW Lamp = Steady red  
Single Line Telephone:  
You may also instruct Xen Mail to call you at your home, mobile phone or pager.  
Advance Dialling  
At any time, you can dial aheadby entering a series of responses, even  
before hearing the entire question, to advance directly to the desired section  
of your Voice Mailbox quickly.  
Disconnecting From Voicemail  
When you have completed your voicemail session, dial *** to immediately  
disconnect the Xen Mail system. As an alternative, you will be given the  
option to return to your mailbox, access Setup Options or exit voicemail and  
dial an extension, if desired, after accessing various Xen Mail operations.  
Quick Transfer Feature  
The NEC Xen Mail system simplifies message taking by allowing you to transfer  
a call directly to a users Voice Mailbox where they will hear the personal  
greeting and be prompted to leave a message.  
Live Record Feature  
The Live Record feature is used to record a conversation in progress and then  
direct it to your own or another users mailbox.  
Live Monitoring Feature  
Live Monitoring allows you to hear a message through the speaker of your  
phone as the message is being left by an outside caller.  
Caller ID  
The Caller ID feature lets you hear or view the phone number of an external  
caller when you retrieve your messages.  
Caller ID Call Return Feature  
The Caller ID Call Return feature allows the Voicemail system to use Caller ID  
information captured with the message to call and connect you to the person  
that left the message.  
Softkeys  
Softkeys provide an intuitive means of accessing the Xen Mails menu and  
options. Simply dial into the Xen Mail and select the menu item you wish to  
access. The Xen Mail will also offer various options from time to time.  
Additional Information  
Refer to your Xen IPK Features and Specifications manual or Xen IPK Digital  
Telephone User Guide and consult your Xen Mail System Manager for  
additional information on telephone and Voicemail operation.  
3
Getting Started  
When you call the Xen Mail system for the first time, you will be asked to  
personalise your mailbox. Doing this will open your mailbox and make it  
ready to use.  
Entering Your Mailbox  
Press Message  
OR  
Lift handset and  
Dial Xen Mail.  
Dial your personal ID, if necessary (typically 9+ your  
extension number).  
Follow prompts to accomplish the following steps.  
Dial 1 for YES or 2 for NO to confirm each entry.  
Record Your Name  
Record your first and last name.  
Dial  
to end recording and review your name recording.  
*
Dial 1 to re-record, otherwise dial 2.  
Spell Your Name  
If requested, spell the first 3 letters of your last name by dialling the  
corresponding numbers on your telephone dialpad.  
Choose Your Directory Listing Status  
Dial 1 for YES or 2 for NO to choose whether or not you wish to be  
listed in the Xen Mail directory. It is recommended that you choose to be  
listed, as the directory lets outside callers reach you by your last name if  
they do not know your extension number.  
Record Your Outside and Internal Greetings  
Dial 1 for YES if you want to record different greetings for outside  
and internal callers, otherwise dial 2.  
At the prompt, record an appropriate greeting to callers who reach  
your mailbox. Use the handset to record your name and a brief,  
descriptive message.  
Dial  
to end recording and review your greeting.  
*
Dial 1 to re-record, otherwise dial 2.  
Set Your Security Code  
Dial 1 for YES if you wish to enter a Security Code to safeguard  
your mailbox from unauthorised access, otherwise dial 2.  
4
Enter a Security Code of 3 to 10 digits via your telephone dialpad.  
Dial to complete code entry.  
*
Re-enter your security code, as prompted, for confirmation.  
Dial to complete code entry.  
*
Opening Your Mailbox  
Dial 1 to confirm your personalised settings and open your mailbox  
for use, otherwise dial 2.  
Note: Your personalised settings can be changed at any time through Setup Options.  
Set Up Tips  
Keep your greetings current. Change them as often as necessary. If  
your greetings are accurate, callers are more likely to leave a  
message.  
• Personalise your greeting. Record your own greeting, include your  
first and last name and if appropriate, your department. Callers  
hearing your voice feel more confident that you will receive their  
message.  
You can have different greetings for outside callers and internal  
callers. See Changing your Setup Optionsto record an alternate  
outside greeting to use on special occasions, for example, when you  
will be out of the office.  
Remember, Xen Mail tells you the day and time each message was  
left. Theres no need to ask callers to include this information in  
their message.  
Encourage effective messaging. Ask callers to leave relevant  
information so that your return call will be productive. When  
applicable, your greeting should include an alternate extension that  
may be dialled by someone needing immediate assistance.  
Record a clear and audible greeting. Initially, it may be helpful to  
write down your greeting. When recording, remember to speak in a  
normal voice directly into the handset.  
Your security code protects your privacy. Pick a security code that is  
easy for you to remember and hard for a stranger to guess. Shorter  
security codes are easier to enter, longer codes offer more  
protection. You can change or delete your security code from any  
touchtone telephone. If you forget your security code, ask your  
System Manager to delete your code and then immediately enter a  
new one.  
5
Call Forward Setting  
Call Forward Busy/No Answer (CF B/NA)  
The most frequent method of utilising voicemail is to have calls forwarded to  
your Voice Mailbox when you are busy on another call or are away from your  
phone. To forward your telephone:  
Set  
Lift handset: hear ICM dial tone.  
Dial the Call Forward Busy/No Answer set code 43.  
Dial Xen Mail.  
Replace handset.  
Cancel  
Lift handset: hear ICM dial tone.  
Dial the Call Forward Busy/No Answer cancel code 44.  
Replace handset.  
Note: A CF B/NA key may be assigned in system programming to set/cancel this  
feature. When setting Call Forward Busy/No Answer, a destination station  
must be entered. A lit LED indicates that CF B/NA is set.  
Call Forward All Calls (CFA)  
When you plan on being away from your phone for an extended period of  
time, you can have all of your calls routed directly to your voice mailbox. To  
forward your telephone:  
Set  
Press Feature (Do not lift the handset).  
Dial the Call Forward All set code 60.  
Dial Xen Mail.  
Press Feature.  
Cancel  
Press Feature (Do not lift the handset).  
Dial the Call Forward All cancel code 69.  
Press Feature.  
Note: A CFA/DND key may be assigned in system programming to set/cancel this  
feature. When setting Call Forward All, a destination station must be entered.  
A lit LED indicates that Call Forward All/Do Not Disturb is set.  
6
Calling Your Voice Mailbox  
Use this simple procedure every time you wish to access your voice mailbox, or  
press the Softkeys as shown in the section entitled Xen Mail Softkeys &  
Definitions.  
Press Message  
OR  
Lift handset and  
Dial Xen Mail, wait for answer.  
When calling from your telephone:  
Dial your security code, if prompted.  
Note: When not using a Dterm Series i telephone, the Xen Mail extension number  
may be assigned to a one touch key or feature access key.  
When calling from another telephone:  
Dial  
2
to start the main greeting.  
#
*
Dial your personal ID (typically 9 + your extension number).  
Dial your security code, if prompted.  
When calling from outside:  
Dial your personal ID (typically 9 + your extension number).  
Dial your security code, if prompted.  
Respond to each question by dialling 1 for YES or 2 for NO OR use Quick Keys  
to step ahead to a specific topic.  
Quick Keys  
Save time by advancing directly  
to a specific topic:  
DIAL  
4
5
6
7
to check new messages  
to leave messages  
to review messages  
to change your setup options  
7
Checking Messages  
Quick Key 4  
Call your voice mailbox for new messages when you receive a voicemail  
message indication. Alternatively, you can press the Softkeys as shown in the  
section titled Xen Mail Softkeys & Definitions.  
Dial 1 for YES when asked, You have ___ new messages.  
Would you like to hear them?”  
Messages marked Urgentare played first.  
Messages from outside callers are played in the order received.  
Messages from other Xen Mail users are sorted by sender.  
At the tone you may record a reply, otherwise dial 2.  
The day and time recorded is announced at the end of each  
message.  
While listening to a message, you can:  
Dial  
To skip the message and save it as new.  
*
To repeat the entire message.  
#
1
To advance to the end of the message.  
To redirect and/or archive (save) the message.  
To change playback volume.  
2
5
7
8
To repeat the previous 3 seconds of the message.  
To pause message playback (dial 8 again to resume  
message playback).  
9
To advance 3 seconds within the message.  
Note 1: NEW messages are those you haven’t yet heard. A NEW message will not  
be deleted until youve had the opportunity to listen to it.  
Note 2: Messages are OLD once you hear them through to the recorded day and  
time. OLD messages are typically deleted at midnight of the day received  
unless they have been archived.  
8
Leaving Messages  
Quick Key 5  
Send messages to other Xen Mail users directly from your voice mailbox.  
Alternatively, you can press the Softkeys as shown in the section titled Xen  
Mail Softkeys & Definitions.  
Dial 1 for YES when asked, Would you like to leave any messages?”  
Dial the first 3 letters of the last name of the person or the group  
you want to send a message to OR dial  
Dial 1 to confirm, otherwise dial 2.  
Record your message at the beep.  
and the voice mailbox number.  
##  
Dial  
to end recording, otherwise dial to re-record.  
#
*
Dial 1 for YES for Special Delivery options, otherwise dial 2.  
Note: Dial ## to switch between choosing by mailbox number or by name.  
Special Delivery Options  
When you leave a message, you can mark it for special delivery.  
There are four special delivery options available:  
Urgent  
Heard first before regular messages.  
Cannot be redirected.  
Private  
Return Receipt  
Xen Mail tells you when  
the person has heard the message.  
Future Delivery  
The message is sent at the time  
and day you specify.  
You can mark a message for more than one special delivery option.  
You can also change or add to the special delivery settings of a message  
youve already sent.  
9
Messaging Tips  
If you are unsure of the spelling of the first 3 letters of the  
persons last name, use a Wildcard Key, typically 1 or 0,  
in place of one or more letters. This Wildcardmatches  
any letter.  
While recording a message, dial # to erase your message and  
begin again.  
Always try to leave a concise and structured message.  
Include the purpose of your call, the information required,  
or any information needed to get an answer - not just a  
return phone call.  
Leave fellow Xen Mail users a message from within your own  
voice mailbox. When they listen to your message Xen Mail  
will automatically prompt them to send you a reply. This  
saves time and almost always guarantees a response.  
The Xen Mail sorts messages in a message stack. It plays all  
urgent messages first, then all regular messages. It also  
sorts your messages by sender. Use Special Delivery Options  
when appropriate.  
To cancel a message that has not yet been received, begin to  
send the person or group another message. The Xen Mail  
system will tell you that your last message hasnt been heard,  
and offers you the option to cancel it.  
If you often send messages to the same group of people,  
see Changing your Setup Optionsto create your own  
message groups.  
10  
Reviewing Messages  
Quick Key 6  
Messages youve already listened to (old messages) can be reviewed for a short  
while (typically until midnight), be redirected to another voice mailbox or  
archived for a longer time.  
Review  
Dial 1 for YES when prompted You have ___ messages to review,  
would you like to check them?”  
Dial 1 for YES or 2 for NO to review messages.  
Listen to old messages followed by day and time recorded.  
Redirect (Copy to another mailbox)  
Dial 2 while listening to a new or old message.  
Dial 1 for YES to Redirect the message being reviewed.  
Dial the voice mailbox or group to receive the redirected message (For  
more details, see Leaving Messages).  
Dial 1 to confirm your entry.  
Dial 1 for YES if you want to record an introduction,  
otherwise dial 2.  
Record your introduction when prompted.  
Dial  
to end recording.  
*
Dial 1 for YES to set special delivery options, otherwise dial 2.  
Dial 1 for YES to redirect the message to an additional voice mailbox,  
otherwise dial 2.  
Archive (Save)  
Dial 1 for YES to Archive the new or old message being reviewed.  
Note 1: You can redirect the same message as many times as you wish.  
Note 2: Once you listen to an old or archived message, you must archive it again to  
keep it from being deleted immediately.  
11  
Keeping Your Voice Mailbox Current  
Review and revise your setup options on a regular basis.  
Greetings  
You can review the greetings you have recorded for the internal  
and outside callers. Greetings can be re-recorded at any time.  
An alternative greeting can be recorded and selected to  
accommodate special situations such as when you are out of  
the office.  
Message Groups  
You can create your own message groups. When you send a  
message to a group, the message is sent to all members of  
that group.  
A group can be private or open, allowing only you or all users  
to send messages to the group.  
Use group maintenance features to list groups and members,  
add or delete members and delete established groups.  
Transfer and Delivery Options  
Callers may be transferred and messages may be delivered to you in  
a variety of ways. Discuss available options with your system  
manager.  
Call transfer enables callers to be automatically directed to your  
extension or another programmed telephone number.  
When Call Screening is on, Xen Mail will ask the callersname,  
ring your extension, tell you the callers name, and ask if you  
want to take the call or direct the caller to your voice mailbox.  
When your line is busy and the Call Hold option is on, callers will  
be advised of the number of calls holding and be given the  
option to hold or leave a message in your mailbox.  
When a new message has arrived in your mailbox, you will  
receive an indication at your telephone. Depending on your  
schedule, you may also program the system to alert you at  
additional numbers (home phone, mobile phone or pager).  
Personal Options  
Access Personal Options to review or change your Security Code,  
Recorded Name, Spelled Name and Directory Listing Status.  
12  
Changing Your Setup Options  
Quick Key 7  
You may personalise your voice mailbox to accommodate your current  
schedule or plans by changing your setup options. Alternatively, you can press  
the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions.  
Dial 1 for YES, when asked Would you like to  
access Setup Options?”  
Follow prompts to change the desired setup options.  
Would you like to change your Greetings?”  
Dial 1 for YES to change your Greetings.  
Listen to the playback of your current outside greeting.  
Dial 1 for YES to switch between standard and alternate greetings,  
otherwise dial 2.  
Dial 1 for YES to record a new greeting, otherwise dial 2.  
Using the handset, begin recording at the beep.  
Dial  
to end recording and review greeting.  
*
Dial 1 to re-record, otherwise dial 2.  
Repeat for internal greeting.  
Would you like to change your Groups?”  
Dial 1 for YES to change your Groups.  
Dial 1 for YES when asked to create a new group, otherwise dial 2  
to access group edit, list and delete options.  
Dial the first 3 letters or digits of the groups name or number.  
Dial 1 to change group name or number, otherwise dial 2.  
Using the handset, record a group name.  
Dial  
to end recording.  
*
Dial 1 to change group name, otherwise dial 2.  
Dial 1 to create an open group or dial 2 for a private group.  
Add members to the group by dialling name or extension number.  
Dial 1 to confirm and add member to group.  
Dial  
after all members are added.  
*
Dial 1 to record a message for this group now, otherwise dial 2 to  
continue with group maintenance options.  
13  
Would you like to change your Transfer and Delivery Options?”  
Dial 1 for YES to change your Transfer or Delivery Options.  
Call Transfer Setting  
Dial 1 to change your Call Transfer setting, otherwise dial 2 to  
advance to Message Delivery Options.  
Dial 1 to turn Call Transfer on and leave it on, otherwise dial 2 to  
advance to Message Delivery Options.  
Listen to the phone number your calls are currently being transferred to.  
Dial 1 and enter a new phone number (up to 9 digits),  
otherwise dial 2 to leave the current setting.  
Note 1: If Call Transfer to your work phone is OFF, calls are sent directly to your voice  
mailbox. When Call Transfer to your work phone is ON, calls are first directed  
to your extension. Xen Mail Call Forward settings will then apply.  
Note 2: For Call Screening and Call Hold features to operate, Call Transfer must be  
turned on and these features must be assigned by the system manager.  
Call Screening  
Dial 1 to turn on Call Screening, or dial 2 to turn it off  
Note: When you answer your phone and Call Screening is turned on, you will hear  
a beep and announcement call from (callers name).  
Dial 1 to take the call or 2 to transfer the caller to your mailbox.  
Call Hold  
Dial 1 to turn on Call hold or dial 2 to turn it off.  
Note: If call hold is turned on and your line is busy, a caller is prompted to hold  
or leave a message. The system will tell the caller how many calls are  
already holding.  
14  
Message Delivery Options  
Dial 1 for YES or 2 for NO to set message delivery to your work  
phone, home phone, mobile phone or pager.  
Enter and confirm the telephone number.  
Enter and confirm the message delivery schedule (time and days).  
Work phone  
Home phone  
_______ from _______ to _______ On: S M T W T F S  
_______ from _______ to _______ On: S M T W T F S  
Mobile phone _______ from _______ to _______ On: S M T W T F S  
Pager _______ from _______ to _______ On: S M T W T F S  
Note 1: Message delivery schedules may overlap.  
Note 2: It is not necessary to dial a line access code (i.e 0) when entering an outside  
telephone number.  
Note 3: When a pager number is programmed, the Live Record Urgent Page feature  
will override your pager message delivery schedule and turn delivery to your  
pager on or off.  
Would you like to change your Personal Options?”  
Dial 1 for YES to set your security code.  
Dial a new security code of 3 to 10 digits.  
Dial  
to complete code entry.  
*
Re-enter your security code, as prompted, for confirmation.  
Dial to complete code entry.  
*
Dial 1 for YES to change your name.  
Dial 1 for YES or 2 for NO to change your Recorded Name,  
Spelled Name or Directory Listing Status.  
Enter and confirm new information.  
15  
Quick Transfer to Voicemail  
When transferring a call to a user who is away from their phone, busy or  
declines a voice announcement, the Quick Transfer to Voicemail feature  
simplifies and speeds message taking. You can easily redirect the call to the  
Xen Mail users voice mailbox, where they will hear the personal greeting and  
be prompted to leave a message.  
With an outside call in progress:  
Press Transfer.  
Dial station number or press programmed DSS.  
Determine called party is unavailable.  
Dial 7 to transfer call to the called partys mailbox.  
Replace handset immediately.  
With a recall in progress:  
Press Line Key.  
Press Feature and dial 86.  
Replace handset immediately.  
Note: Your Quick Transfer Access Codes may differ from the above based on  
system programming.  
Transferring a Call Directly to  
a Voice Mailbox  
To simplify message taking, outside callers can be transferred directly into a  
Xen Mail users voice mailbox, where they will hear the personal greeting and  
be prompted to leave a message.  
With an outside call in progress:  
Press Transfer.  
Dial Xen Mail, wait for answer.  
Dial the voice mailbox number of the user the call is to be transferred to.  
Dial 2.  
Replace handset immediately.  
Live Record  
Live record allows you to record a conversation with an outside caller and  
direct it to your own or another users mailbox.  
With an outside call in progress:  
Press RECORD to begin recording the conversation.  
16  
A tone burst may be provided and the RECORD key will light red to  
indicate that recording is in progress. Display telephones will  
indicate recording functions.  
Dial the voice mailbox number to which the recording should be addressed.  
Replace the handset to terminate the call. The recording will be sent  
to the appropriate voice mailbox.  
Note 1: The voice mailbox number may be dialled at any time during the conversation  
before the recording party releases the call. If a voice mailbox number is not  
entered, the recording will be sent to your voice mailbox.  
Note 2: If Automatic Recording is assigned, the recording begins immediately upon  
answering an outside call.  
Note 3: If a voice mailbox number has not been entered, and if Automatic callback is  
assigned, Xen Mail will call you back to ask you if you want to delete the call,  
address it, add an introduction or send it.  
Note 4: To send a Live Recording to multiple voice mailboxes, first send the recording  
to your own voice mailbox and then redirect it accordingly.  
Note 5: Some laws/regulations impose restrictions on persons making live telephone  
recordings. Users should seek their own advice in this regard.  
Live Record Options  
The following Live Record function keys may be programmed:  
PRESS  
Record  
To start manual record.  
Pause  
To stop recording. Press PAUSE again to resume recording.  
To erase the live recording and automatically begin  
re-recording. Enter a new voice mailbox number.  
To erase the live recording without interrupting your  
conversation. Press RECORD and dial a voice mailbox  
number to begin recording again.  
Re-Record  
Erase  
End  
To terminate the recording and continue the  
conversation.  
Address  
To delete, address or record an introduction prior to  
ending a live recording session.  
Urgent Page  
Toggles message delivery on/off. After entering a  
voice mailbox number, a “ ” in the display will indicate  
*
that the page message delivery option is currently on.  
Note: Consult your system manager for additional information about using live  
record options.  
17  
Programming Live Record Function Keys  
Feature Access Keys  
Press Feature.  
Press Redial.  
Press Feature Access Key to be programmed.  
Dial 2.  
Dial Function Code (see below).  
Press Feature.  
One Touch Keys  
Press Feature.  
Press Redial.  
Press One Touch Key to be programmed.  
Dial 2.  
Dial Function Code (see below).  
Press Feature.  
Note: Refer to the Xen IPK digital telephone user guide for additional information  
on programming feature access keys and one touch keys.  
Function Codes  
00  
01  
02  
03  
04  
05  
06  
07  
Record  
Pause  
Re-Record  
Erase  
End  
Urgent Page  
Address  
Live Monitoring  
18  
Live Monitoring  
Live monitoring allows you to listen to voicemail messages as the outside caller  
is being recorded by the Xen Mail  
To Enable Live Monitoring  
Press the feature access key assigned as Live Monitoring.  
Live Monitoring key flashes red while feature is being set.  
Dial the password (same as Station Outgoing Lockout password;  
default is 0000000000).  
Live Monitoring is continuously lit red.  
Note: Activating the Live Monitoring feature will reset Call Forward All settings. You  
will need to set Call Forward All settings again.  
To operate Manual Live Monitoring while the caller  
is leaving a voicemail message  
To listen to the caller, press the START soft key while the outside caller  
is leaving a message.  
Live Monitoring key is continuously lit green.  
To stop Live Monitoring while the caller is leaving  
a voicemail message  
Press the CANCEL soft key  
or  
Press the green Live Monitoring feature access key.  
To retrieve the call during the Live Monitoring feature  
Manual Live Monitoring  
Press the START soft key while the outside caller is leaving a message.  
Pick up the handset  
or  
press SPEAKER  
Automatic Live Monitoring  
Pick up the handset  
or  
press SPEAKER  
Note: The call will be recorded up to this point.  
To cancel the Live Monitoring feature when not in use  
Press the Live Monitoring feature access key.  
19  
Caller ID with Call Return  
The Caller ID feature lets you hear or view the phone number of an external  
caller when you retrieve your messages. The Caller ID Call Return feature  
allows the voicemail system to use Caller ID information captured with the  
message to call and connect you to the person that left the message.  
Using a Non-Display Multiline Telephone or Single Line Telephone  
Press Message, or dial the Xen Mail extension number.  
After message playback, Xen Mail prompts you to hear the Caller ID number.  
or  
Dial 0 during the message to stop playback and hear the Caller ID number.  
After the Caller ID number is played, the system prompts you with an option  
to return the call.  
or  
To return the call during message playback, dial # 0  
To end a Return Call, dial # 0 * to return to the mailbox and disconnect the  
outside call.  
Using a Display Multiline Telephone with Softkeys  
Press Message, or dial the Xen Mail extension number.  
During message playback, Xen Mail displays the Caller ID name and/or  
Number. To change display between Name and Number, press the MORE  
Softkey twice then press the CID Softkey.  
or  
Dial 0 during message to stop playback and hear the Caller ID number only.  
During message playback, press the MORE Softkey three times then press  
the CALL Softkey to return the call.  
To end a Return Call, press the END Softkey to return to the mailbox and  
disconnect the outside call.  
Note 1: To repeat the Caller ID number during its playback, dial #. To skip to the end  
of the Caller ID number dial  
.
*
Note 2: Caller ID Call Return must be enabled by the system manager. Caller ID name  
and/or number display must be enabled in system programming.  
20  
Xen Mail Softkeys & Definitions  
Softkeys  
LM  
Definitions  
Live Monitoring options  
AUTO  
MAN  
>
Live Monitoring set to AUTOMATIC mode  
Live Monitoring set to MANUAL mode  
Indicates the current setting  
Turns Off the setting  
OFF  
REW  
Repeat the previous 4 seconds of a message  
Pause while playing or recording a message  
Advance 4 seconds while playing a message  
Delete a played/playing message  
Save a message for the ARCHIVE duration in a voice mailbox  
Skip a playing message and save as NEW  
Redirect a message to another voice mailbox owner  
Reply to a message  
PAUSE  
FFWD  
DEL  
ARCH  
NEXT  
REDIR  
REPLY  
GREET  
SWTCH  
STD  
Setup greetings  
Switch between STD. and ALT. Greetings  
Edit standard greeting  
ALT.  
Edit alternate greeting  
INT.  
Edit internal greeting  
CODE  
SPELL  
DIR  
Change security code  
Change spelled name  
Change directory listing status  
Change recorded name  
RCNAME  
PERS  
Setup personal options  
TRF  
Setup transfer options  
DELIV  
GRPS  
Setup delivery options  
Setup group options  
CHG  
Change telephone number for call transfer  
Setup screening options  
#
SCRN  
HLDNG  
WORK  
HOME  
PAGER  
SPARE  
CREAT  
EDIT  
Setup call holding options  
Change delivery to work phone  
Change delivery to home phone  
Change delivery to pager phone  
Change delivery to spare phone  
Create a group  
Edit a group  
LIST  
List all groups  
DEL  
Delete a group  
OLD  
Check old messages  
21  
Softkeys  
NEW  
Definitions  
Check new messages  
SETUP  
LVMSG  
MGR  
Change setup options  
Leave a message for another voice mailbox owner  
Edit system manager options†  
END  
End a live recording  
REREC  
ERASE  
Stop current live record and begin again  
Erase current live record and end recording  
Change phone number for delivery options  
Change schedule range for delivery options  
Enable urgent message delivery  
Add or delete a voice mailbox†  
PH.  
#
SCHED  
URG  
CHBX  
GREET  
SCHED  
INFO  
Edit the opening greeting box†  
Change system schedule†  
Hear system information (including HDD serial#  
and system ID#)†  
OPER  
Change operator voice mailbox†  
To accept a call using call screening  
To reject a call using call screening  
Resume playing a message after pausing  
Replay an entire message  
ACCEPT  
REJECT  
RESUME  
RPLAY  
BACK  
CURR.  
SWITCH  
QUIT  
Back up one menu level  
Current voicemail message  
Switch between STD and ALT. greeting  
Quit softkey mode  
MAIN  
CALL  
Back to Main Menu  
Caller ID Call Return  
CID  
Change Caller ID Display between Name and Number  
Indicates Manager Options  
22  
Xen Mail Softkeys  
Status  
Softkeys  
Checking New Messages  
Called Mailbox with MSGS  
No Manager Status  
2 NEW MSGS  
NEW OLD LVMSG SETUP  
During Playback of a NEW  
Message  
CALLER ID  
CALLER ID  
CALLER ID  
ARCHV DEL REW MORE^  
PAUSE^ FFWD REDIR MORE  
NEXT CID MORE  
After Pressing the  
PAUSE softkey  
PLAYBACK PAUSED  
CALLER ID  
RESUME  
CALL  
BACK MORE  
After Playback of  
NEW message  
CALLER ID  
CALLER ID  
CALLER ID  
ARCHV DEL NEXT MORE  
RPLAY REDIR  
MORE  
CID CALL BACK MORE  
After pressing the  
REPLY softkey  
LISTEN FOR OPT.  
LISTEN FOR OPT.  
After pressing the  
REDIR softkey  
Checking Old Messages  
Called Mailbox with MSGS  
No Manager Status  
NEW OLD LVMSG SETUP  
During Playback of an  
OLD Message  
CALLER ID  
CALLER ID  
CALLER ID  
ARCHV DEL REW MORE  
PAUSE^FFWD^^REDIR^^MORE  
NEXT CID MORE  
After Pressing the  
PAUSE softkey  
PLAYBACK PAUSED  
CALLER ID  
RESUME  
BACK MORE  
After Playback of  
OLD message  
CALLER ID  
CALLER ID  
CALLER ID  
ARCHV DEL NEXT MORE  
RPLAY REDIR  
MORE  
CID CALL BACK MORE  
After pressing the  
REPLY softkey  
LISTEN FOR OPT.  
LISTEN FOR OPT.  
After pressing the  
REDIR softkey  
23  
Status  
Softkeys  
Set Up Options  
Called Mailbox with MSGS  
No Manager Status  
2 NEW MSGS  
NEW OLD LVMSG SETUP  
After pressing  
SETUP softkey  
SETUP OPTIONS  
SETUP OPTIONS  
GREET PERS  
TRF  
MORE  
GRPS DELIV BACK MORE  
After pressing  
GREET softkey  
SETUP GREETING  
SETUP GREETING  
LISTEN FOR OPTIONS  
CURR. SWITCH STD MORE  
INT ALT  
BACK MORE  
After pressing PERS.  
softkey (setup)  
PERSONAL OPTIONS  
CODE  
SPELL  
DIR  
MORE  
RCNAME  
LM MORE  
CID  
BACK MORE  
After pressing TRF.  
softkey (setup)  
TRANSFER OPTIONS  
TRANSFER OPTIONS  
LISTEN FOR OPTIONS  
ON/OFF CHG# SCRN MORE  
BACK MORE  
After pressing GRPS  
softkey (setup)  
GROUP OPTIONS  
GROUP OPTIONS  
LISTEN FOR OPTIONS  
LISTEN FOR OPTIONS  
LISTEN FOR OPTIONS  
LISTEN FOR OPTIONS  
LISTEN FOR OPTIONS  
LISTEN FOR OPTIONS  
CREATE  
EDIT LIST MORE  
DEL  
BACK MORE  
After pressing DELIV.  
softkey (setup)  
DELIVERY OPTIONS  
DELIVERY OPTIONS  
BACK MORE  
WORK HOME PAGER MORE  
SPARE  
URG  
URG  
URG  
URG  
After Pressing WORK  
(Delivery Option)  
WORK PHONE  
WORK PHONE  
BACK MORE  
ON/OFF PH.# SCHED MORE  
After Pressing HOME  
(Delivery Option)  
WORK PHONE  
HOME PHONE  
BACK MORE  
ON/OFF PH.# SCHED MORE  
After Pressing PAGER  
(Delivery Option)  
PAGER PHONE  
PAGER PHONE  
BACK MORE  
ON/OFF PH.# SCHED MORE  
After Pressing SPARE  
(Delivery Option)  
SPARE PHONE  
SPARE PHONE  
BACK MORE  
ON/OFF PH.# SCHED MORE  
Live Monitoring Options  
After Pressing SETUP,  
PERS. and MORE  
Softkeys  
Press LM  
Softkey  
LIVE MONITORING  
OFF AUTO >MAN BACK  
LIVE MONITORING  
ON  
BACK  
24  
Status  
Softkeys  
Live Record Options  
After pressing RECORD  
Feature key  
PAUSE END REREC MORE  
ERASE URGPG  
MORE  
After pressing PAUSE  
during Live Record  
RESUME  
Other Options  
Called Mailbox with NO  
MSGS Manager Status  
NO NEW MSGS  
NO NEW MSGS  
SETUP MGR  
OLD LVMSG SETUP  
MORE  
Called Mailbox with NO  
MSGS No Manager Status  
NO NEW MSGS  
OLD LVMSG SETUP  
After the handset is lifted  
During Call Screening  
CALL SCREENING  
ACCEPT  
REJECT  
BACK  
After pressing the EXIT  
softkey  
MENU OPTIONS  
QUIT MAIN  
Manager Items  
Called Mailbox with MSGS  
Manager Status  
2 NEW MSGS  
2 NEW MSGS  
SETUP MGR  
NEW OLD LVMSG SETUP  
MORE  
After pressing  
MGR softkey  
MANAGER OPTIONS  
MANAGER OPTIONS  
INFO OPER BACK MORE  
LISTEN FOR OPTIONS  
CHBX GREET SCHED MORE  
25  
Xen Mail Access Codes  
Greetings  
Hear current greeting  
4
5
6
7
Edit Groups  
Add members  
Switch greetings  
Main Menu  
Check new messages  
Leave messages  
4
5
6
7
Edit standard greeting  
Edit alternate greeting  
4
5
6
7
Delete members  
List members  
Review old messages  
Change setup options  
Change group name  
Groups  
Create a group  
Edit your group  
List your groups  
Delete a group  
4
5
6
7
Change Transfer  
Change phone numbers  
Call screening on/off  
Call holding on/off  
Setup Options  
4
Greetings  
4
5
6
7
5
6
Groups  
Transfer & delivery  
Personal options  
Transfer & Delivery  
Change call transfer  
Message Delivery  
4
Work phone on/off  
Home phone on/off  
Mobile phone on/off  
Pager Phone on/off  
4
5
6
7
Message delivery  
5
Personal Options  
Change security code  
Re-record name  
3
= Current menu  
4
5
6
7
= Return to main menu  
*
#
= Step back to previous menu  
Change Deliver  
Change phone numbers  
Change schedule  
Re-spell name  
4
5
6
Directory listing on/off  
Urgent only on/off  
Main Menu  
Check new messages  
4
6
Leave messages  
5
Review old messages  
Change setup options  
7
Keypad Shortcuts  
Switch personal greetings  
Change your security code  
Change call transfer options  
Turn call transfer off  
Turn call screening  
745  
options on/off  
76415  
76416  
754  
774  
Turn call holding on/off  
Add a message group  
Edit a message group  
List your message groups  
Change your recorded name  
764  
7642  
7641  
755  
Turn call transfer on  
756  
Change phone number  
for call transfer  
775  
76414  
26  
Notes  
The material contained herein is subject to change without prior notice at the sole  
discretion of NEC Business Solutions Ltd.  
Stock# 8502588  
Version 1  
DPA. June 2003  
Copyright ©2003 NEC Business Solutions Ltd  
Document No. NEC-8056  

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